Todoist: Projects vs. Tasks

Learn how to effectively manage tasks in Todoist by understanding the difference between projects and tasks. Discover tips for organizing tasks, setting dates, and ensuring visibility.

April 11, 2025 By Tim Moody

In this guide, we'll learn how to effectively create and manage tasks in Todoist, focusing on the distinction between projects and tasks. This is important for organizing work efficiently and ensuring that tasks are visible and prioritized correctly. We'll explore how to add tasks, assign dates, and choose appropriate projects or folders to categorize tasks. Understanding these features will help streamline communication and task management within a team, ensuring that everyone is aware of their responsibilities and deadlines.

Let's get started

Hey! I just got back home and am catching up on work. I noticed a new project in Todoist called "See Indeed Applications."

Step #1: Click on "# see Indeed Applications" — Click on "# see Indeed Applications"

I assume this was meant to be a task, which is great because I prefer using Todoist over leaving notes on the table (for most things, only because it ensures I don't miss it or lose it somehow).

Let me quickly show you something. This wasn't the correct way to create a task; it was actually creating a project. Within a project like this, you can add tasks by clicking here, typing a task name, adding a description, setting a date, and choosing other options.

Step #2: Click on "Add task" — Click on "Add task"

I won't add one.

I will cancel it and delete this project.

Step #4: Click on "Cancel" — Click on "Cancel"

Step #6: Click on "Delete" — Click on "Delete"

Step #7: Click on "Delete" — Click on "Delete"

Projects are essentially like folders. I prefer not to create new projects unless necessary, though there's no real reason to limit them, except to avoid overwhelming people. However, only the office has access to all of these, so it won't overwhelm the staff beyond us office hooligans :).

As an aside, FYI to anyone reading this: you can safely ignore anything from Indeed when passing notes to me, as these also come to my personal email, so I'm aware of them. I appreciate it nonetheless.

But, let's use this task as an example of creating one and assigning it to a project (folder). If you want to create a task like that, there are several ways to do it. One way is to go to the top of Todoist, regardless of your current location, and click "Add Task." Then, type the task name.

Step #8: Click on "+ Add task" — Click on "+ Add task"

I might also choose a date here.

Step #9: Click on "Date" — Click on "Date"

It's important to assign a date to almost every task unless it's a general "when you have time" task. Adding a date makes it more visible. For example, today is April 8th, my first day back at work. If you're leaving this for me, you would click "Date" and either type April 8th at the top or select it from the calendar.

Step #10: Click on whichever date you want — Click on whichever date you want

Since today is April 8th, it will simply say "Today" here.

Step #11: Click on "Today" — Click on "Today"

It will also display April 8th in the title, highlighted in green. So you can also just type out April 8th in the title, and it will be assigned that way too.

There are many ways to approach it. Another important aspect is where it goes. Here, you select a project.

Step #13: Click on "Inbox ▼" — Click on "Inbox ▼"

This is where you select a folder to store something. I would suggest using the Admin folder for anything you want to bring to my attention, or you could use the Office folder.

Alternatively, it makes sense to put it directly into the inbox: a place for uncategorized tasks.

The Inbox is the project listed at the top:

Step #16: Click on "Inbox" — Click on "Inbox"

Now, click "Add Task." I'll place it in the inbox.

Step #17: Click on "Add task" — Click on "Add task"

Here we can see the task.

If you put something in the inbox, I will definitely see it. You don't need to worry about the date if you put it here, but I always recommend adding one to your tasks, anyway.

Without a date, I might miss it if it's not in the inbox, because it could get buried. However, if it's in the inbox, I'll see it. The inbox is meant to hold tasks before they are categorized. This means before assigning them to a project like Admin or Office, ensuring they are in the right spot.

Another way to think about this is that these folders and projects are shared with various people. For example, if you put something in the inbox, the housekeepers will not see it. They have their own inbox, unique to their account, just like this one is unique to the office account. However, if it is placed in cabin operations, the housekeepers, the maintenance crew, and I will definitely see it.

Step #20: Click on "# Cabin Operations" — Click on "# Cabin Operations"

The office has access to everything. However, housekeepers only have access to the two green folders: cabin and grounds operations.

If I come to work and see a number in the inbox, I will check it. I prefer to keep the inbox empty, as it indicates everything is well-categorized.

Thus, if you put something in the inbox, I'm guaranteed to see it upon returning to work.

NOTE: I will NOT see it until then, since the inbox is account-specific, meaning my personal Todoist does NOT have access to it - my personal account DOES have access to all the projects, meaning I can see it on my days off, although it's not guaranteed that I would necessarily look without being asked to.
I only mention this so folks know - not because it inherently matters. I'd rather my mind not be drawn to work stuff unless necessary until I am back in the office, so the inbox is kinda my preferred place for folks to put tasks...it ensures I see them upon my return, and can check them all out before categorizing them into projects as needed. But, if you ever need me to look at something while I'm off, you'd want to put it in a project Admin or Office, then ping me by texting or assigning the task to "Tim" in Todoist, which we haven't covered yet, but, that'll ping my phone immediately.

I hope that helps.

I will provide more detailed guide on Todoist soon. However, I wanted to go ahead and make this to illustrate the difference between projects and tasks. Let me know if you have any questions.